Background
A major national government body launched a high-profile, time-critical public engagement initiative requiring the secure distribution and return of millions of paper-based responses from across the country. With a tight delivery window and high visibility, the objective was to ensure results were collected and processed with accuracy, speed and integrity. Fujifilm DMS was engaged to deliver an end-to-end print, logistics and digitisation solution.
Discovery & solution design
The program required rapid mobilisation — the full solution had to be designed, implemented and completed within a highly compressed timeframe. The campaign included one of the largest mail-outs ever coordinated by the national postal service, with millions of personalised mail packs produced and a significant response volume returned within weeks.
Fujifilm DMS was selected following a competitive tender process based on its:
- Proven ability to mobilise rapidly to meet tight deadlines
- Comprehensive risk management frameworks
- National production footprint, including five capital city processing facilities for same-state bulk postage and faster delivery
- Site redundancy to ensure continuity of operations
- Deep expertise in secure document handling and data confidentiality
Print and mail execution
Fujifilm DMS converted the agencies supplied data into production-ready print files, incorporating secure barcodes for automation. Each mail pack included:
- A personalised cover letter
- A scannable form with a unique, single-use barcode and eye-readable code
- A reply-paid return envelope
These elements were designed to protect the security and integrity of each response, preventing duplication and counterfeiting. All survey packs were generated, printed and lodged with Australia Post across five production facilities within 28 days.
Digitisation and data processing
Returned survey forms were directed to five secure Fujifilm DMS facilities, where they were sorted, reconciled, opened and prepared for scanning. Each form was digitised and uploaded to a central system, then processed using Optical Mark Recognition (OMR) and Optical Character Recognition (OCR).
- Simple responses were automatically coded
- More complex responses were flagged for manual review
- A small number were escalated to agency officers for further assessment
All scanning and data capture activities were completed in just ten days. Upon project completion, all data held by Fujifilm DMS was securely and permanently deleted, under supervision of the agencies IT Security teams and verified independently.
Outcome
The project was delivered in full within the required timeframe, with a strong participation rate and no disruption to service. Fujifilm DMS delivered a secure, scalable solution for high-volume national survey delivery — meeting the performance, data security and compliance standards required for a high-stakes public initiative.
